Chief Executive / Deputy Chief Executive - Operational Assistant - Procurement (M / F)

LE POSTE : For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for an : Chief Executive / Deputy Chief Executive - Operational Assistant - Procurement (M / F) Job Description : Reporting line The incumbent(s) report to and work under the supervision of senior members of the Procurement Unit within the CE / FSO / FS / FAF&P Division. Purpose To support the Procurement Workload Management Project by alleviating administrative and coordination tasks from procurement officers, with a strong focus on digital tools (M365, Power BI, Teams), enabling strategic delivery and ensuring continuity and quality of procurement operations during a period of exceptional workload. Responsibilities

• Coordinate with internal services to facilitate procurement processes.
• Assist services with drafting Procurement Request Forms (PRFs), Contract Proposal Summary Notes (CPSNs), and contracts.
• Liaise with external entities for contract signatures and follow-up.
• Contribute to the development and execution of the 2026 Procurement Plan.
• Ensure data accuracy and consistency in the Procur Dashboard.
• Prepare quarterly procurement statistics and liaise with relevant services for validation.
• Assist with the migration of contracts from M-Files to M365.
• Organise targeted training sessions for procurement officers and internal stakeholders.
• Support digitalisation efforts in procurement workflows, including document automation and e-signature coordination.
• Maintain and update digital records and dashboards using collaborative platforms (e.g., SharePoint, Teams, OneDrive).
• Assist in the configuration and testing of digital tools used for procurement tracking and reporting.
• Contribute to the improvement of digital templates and forms to streamline procurement documentation. PROFIL RECHERCHÉ : Qualifications
• A minimum of three (3) years' relevant professional experience in administrative support, coordination, or procurement-related tasks.
• Experience in project-based environments and handling time-bound deliverables.
• Exposure to digital tools and platforms used in procurement or administrative workflows. Competencies
• Excellent knowledge of English; knowledge of other EU languages would be an advantage.
• Proficiency in MS Office and document management systems.
• Familiarity with PSFT and M365 is a strong asset.
• Experience with digital collaboration platforms (e.g., SharePoint, Teams).
• Understanding of e-signature workflows and digital archiving practices. Soft Skills
• Strong organisational and coordination skills.
• Clear and professional communication, both written and verbal.
• Ability to work collaboratively with internal services and external stakeholders.
• Proactive and solution-oriented mindset.
• Comfortable working in a dynamic environment with shifting priorities and tight deadlines.
• Capable of managing multiple tasks efficiently and meeting project deadlines.
• High attention to detail and accuracy in documentation and data handling.
• Discretion and professionalism in handling sensitive p...

TLNT1_LU